Office phones are for business use; they should not be used for lengthy personal conversations during work hours.
Please note that whenever possible, a ‘real person’ should answer the phone and pick-up by the third ring. However, this is not always possible, hence the need for correct use of voicemail.
Please use the following guidelines when recording your personal greeting, and remember to change your message when you’re going to be out of the office for a prolonged period of time, i.e. on vacation.
When in the office:
Hello. You’ve reached (name). I’m not able to take your call at the moment, so please leave me a message and I’ll get back to you as soon as possible. If your call is urgent, please contact (name) on extension (number). Thank you.
You can elaborate as necessary, i.e. If you have a Payroll query, please contact (name) on extension (number). If you have an Accounts Payable query, please contact (name) on extension (number).
The more information you leave on your personal greeting, the more help you will be to your caller, and the less aggravated they will be to get your voicemail.
When on vacation:
Hello. You’ve reached (name). I’ll be on vacation from (date), returning to the office on (date). In my absence, please contact (name) on extension (number) for assistance. Thank you.
Please also remember to put your e-mail out-of-office message on before you go on vacation with a message similar to the above, letting people know how long you’ll be out of the office for, the date you will be returning to work, and who to contact in your absence. This will ensure people don’t get upset when you don’t respond to their e-mail right away!
Suggested e-mail out-of-office message:
I’m currently on vacation, returning to the office on (date). If your matter requires attention before this date, please contact (name, e-mail address and / or extension). Thank you.
Make sure you check your voicemail several times a day, particularly when you are out of the office on University business.
If You Need Help?
For technical assistance with computers, telephones or network connectivity, please email firstname.lastname@example.org or call the CUIT Helpdesk at (212) 854-1919. Mention that you are calling from Studebaker. Also check out their webpage at www.columbia.edu/cuit.
For specific questions regarding your Studebaker telephone system, please refer to the quick reference guide in your Welcome packet or take a look at the online NetPhone web page: www.columbia.edu/cuit/telecom/voip.